Electronic Document Management User Manual

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Electronic Document ManagementUser Manual
Sept 6, 2007
(Non-Pilot Departments)
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Table of Contents
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Revised Workflow for Departments
Processor enters and saves voucher info in
AP/CAR
Clicks Print Barcode button in AP/CAR
Prints coversheet with barcode for each voucher
Sends invoice with barcode coversheet thru mail
to AP
DAF receives email that voucher is ready for
approval
AP staff receives, scans and indexes invoice
DAF views voucher in AP/CAR by clicking View
Documents button
DAF approves voucher and accepts Accepted Voucher
Number (AVN)
Dept Processor
AP Staff
Dept DAF
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Key Changes to Workflow

• Processor will print coversheet with barcode for
  each voucher
• Processor will include barcode coversheet when
  sending invoices to AP
• DAF will view documents in AP/CAR
• DAF will accept the Accepted Voucher Number (AVN)

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Departmental Processor Processing Steps

• Enter vendor information
• Enter invoice number and total dollar amount
• Select account distribution lines
• Select appropriate approvers (supplemental,
  foreign, DAF)
• Save the voucher
• Print barcode coversheet for each voucher (Click
  Print Barcode button)
• Place barcode coversheet on top of backup
  documentation for each voucher
• Send vouchers through campus mail to Accounts
  Payable

new steps

• To ensure expedient processing, all vouchers
  must have a barcode coversheet
• You must save the voucher before the Print
  Barcode button will be enabled
• Multiple vouchers can be sent to AP in a
  batch, however each voucher must have its own
  barcode coversheet
• The Print Barcode button will be visible on
  all Voucher create, edit or viewing screens, and
  can be printed at anytime

Tips
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Departmental Processor Invoice Processing
Screenshot
Refers to step 6
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DAF Approver Processing Steps
Individual Voucher Approvals

• Receive an email from OnBase indicating that your
  DAF is required on a pending voucher in AP/CAR
• Log into AP/CAR
• Go to the Payment Approval Waiting queue and
  select voucher you want to approve
• Review voucher details
• Click View Documents button to view associated
  documents in OnBase
• Approve or Reject voucher
• Secure AVN (Accepted Voucher Number) if voucher
  is approved

new steps

• To ensure expedient processing, the DAF
  Approver should secure the AVN
• You must install the OnBase ActiveX Control
  to enable the View Documents button
• The View Documents button will be visible
  on all Voucher create, edit or viewing screens

Tips
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DAF Approver Invoice Detail Screenshot
Refers to step 5
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DAF Approver Processing Steps
Multi-Voucher Approvals

• Receive an email from OnBase indicating that your
  DAF is required on a pending voucher in AP/CAR
• Log into AP/CAR
• Go to the Multi-Voucher Approval View screen
• Look in Doc column
• Yes indicates voucher has been indexed
• No indicates voucher has not yet been indexed
• For each voucher with a Yes, select the voucher
  and click View Documents button to view the
  associated documents in OnBase
• Select vouchers for approval and XXXX
• Secure AVN (Accepted Voucher Number) if voucher
  is approved

new steps

• To ensure expedient processing, the DAF
  Approver should secure the AVN
• You must install the OnBase ActiveX Control
  to enable the View Documents button
• The View Documents button will be visible
  on all Voucher create, edit or viewing screens

Tips
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DAF Approver Multi-Voucher Approval View
Screenshot
Refers to step 5
Refers to step 4
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System Requirements
Please note AP will work with System
Administrators across the University to inform
them that the OnBase ActiveX needs to be
installed for AP/CAR users.
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User Support
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Glossary